Steps to Building an Automated Workflow
Streamline Your Business Systems with Workflow Automation and Process Optimisation
Building a business that runs smoothly and scales sustainably isn’t about doing more—it’s about doing things smarter. And one of the smartest ways to improve efficiency is through workflow automation.
Manual, repetitive tasks not only drain your time but also increase the chance of errors and delays. That’s where automated workflows come in. With the right setup, you can remove unnecessary admin, create consistency, and free up your time to focus on growth and strategy.
In this blog, we’ll walk through the key steps to building an automated workflow, why process optimisation matters, and how to create business systems that support you long-term.
What Is Workflow Automation?
At its core, workflow automation is about setting up a system where tasks move from one step to the next with minimal manual input. Whether it’s sending a welcome email when a lead fills out a form, assigning tasks after a proposal is signed, or following up with clients post-delivery, automated workflows ensure things don’t fall through the cracks.
When paired with solid business systems, automation creates clarity, saves time, and helps teams stay focused on what matters.
Why Automating Your Workflow Matters
Automation isn’t just for big businesses. It’s for any business owner who wants to grow without getting buried in admin. Here’s how automated workflows support process optimisation and sustainable growth:
Reduces repetitive tasks so you can focus on strategy
Improves consistency across your client and internal processes
Increases accuracy by minimising human error
Enhances client experience with timely, consistent communication
Supports scalability by reducing reliance on manual effort
Instead of managing every moving part yourself, you set the system once and let it run.
Step 1: Identify Repetitive and Time-Consuming Tasks
Start by mapping out your current workflows. Look for the tasks that are:
Repeated frequently (daily, weekly, or monthly)
Easy to standardise
Time-consuming but doesn’t require decision-making
Prone to delays or manual follow-ups
Common areas to look at include:
Lead capture and follow-ups
Onboarding processes
Invoice reminders
Email sequences
Proposal and contract management
Task handoffs between team members
The goal is to identify which tasks are ripe for automation—those that, once systemised, will give you back hours each week.
Step 2: Outline the Workflow from Start to Finish
Once you’ve chosen a process to automate, break it down into clear, step-by-step actions. This helps you understand the logic behind the workflow and identify where automation can fit.
For example, in a client onboarding process:
Lead fills out a contact form
An automatic email is sent with a welcome message
The discovery call is booked via a calendar link
The proposal is sent after the call
Once accepted, the client receives onboarding documents and is added to your task management system
By mapping the full journey, you ensure nothing is missed and can build a smoother, more predictable experience for both you and your client.
Step 3: Choose the Right Tools
Not all automation tools are created equal. Choosing the right one depends on your needs, existing systems, and level of comfort with tech.
Here are some options based on the type of workflow you want to build:
ClickUp – Ideal for internal task and project automation. Great for assigning tasks, setting up templates, and tracking progress.
Ivorey – All-in-one tool that covers CRM, proposal automation, contract management, invoicing, email sequences, and client onboarding. A strong fit if you want to streamline your admin and client processes from one platform.
Google Workspace – For collaborative documents, form submissions, and calendar scheduling.
Calendar tools – Like Calendly or built-in scheduling tools in Ivorey to automate appointment booking.
Start with tools that integrate well with what you already use. The simpler the system, the easier it will be to maintain and scale.
Step 4: Build and Test the Workflow
Now it’s time to set up your automation. Using your step-by-step outline, start connecting each stage using your chosen platform. Most tools use triggers and actions to create automation:
Trigger – The event that starts the workflow (e.g., form submission, status change)
Action – The response or next step (e.g., send email, assign task, create invoice)
Examples of automated workflows:
A lead fills out your enquiry form → a welcome email is sent → a discovery call is scheduled
A proposal is accepted → onboarding task is created in ClickUp → client receives login access
A task status is updated to “Complete” → feedback form is sent automatically
After building the workflow, test each step. Make sure the triggers fire correctly and the actions are accurate. You want to be confident it works before making it live.
Step 5: Document the Process
Even automated workflows need clear documentation. This helps your team understand how things are triggered and what to expect. It’s also helpful when onboarding new team members or reviewing processes down the track.
Include:
A visual map or checklist of the workflow
Which platform or tool is used for each step
Who owns each part of the process
Notes on what triggers the automation and what happens next
A well-documented system creates independence within your team and helps reduce confusion.
Step 6: Monitor and Optimise
No system is ever truly “set and forget.” Regularly review your automated workflows to ensure they’re still aligned with how your business operates.
Look for:
Steps that are no longer needed
Gaps or delays that still require manual intervention
Opportunities to improve the client or team experience
Set a reminder every quarter to review and refine your automated workflows. As your business grows, your systems should evolve with it.
Where to Start if You’re New to Automation
If automation feels overwhelming, start small. Choose one workflow—maybe your discovery call booking process or a basic client onboarding sequence—and build from there.
Remember: The goal isn’t to automate everything at once. It’s to free up space in your business bit by bit, creating business systems that support you rather than weigh you down.
Build a Business That Runs Smoothly—Even When You Step Away
Automated workflows aren’t just about convenience. They’re about creating a business that runs consistently, delivers a better client experience, and gives you room to think strategically.
With the right workflow automation, smart use of tools like ClickUp or Ivorey, and a commitment to process optimisation, you can build systems that do the heavy lifting—so you don’t have to.
Looking for more ways to streamline your operations? Start by reviewing the workflows you repeat most often. That’s where automation can make the biggest impact.